Roster Availability

This page outlines use of the Roster Availability register.

Overview

The Roster Availability is used to records the availability of users (usually staff) for a given shift.

Roster Availability is used with the Rostering functions but can be used standalone.

Positions

The following table outlines positions that can manage this register and what users with them can do according to their default security policies:

Position	Description
Operations Officer	Add and edit their own availability
Operations Coordinator	Manage the availability of users Export availability View reports

Other positions may have similar security policies. A System Administrator can establish positions with custom security policies.

Setup & Configuration

Refer to: Configuring the System and Administration

The following steps should be done to configure the system.

1. Enable the register

2. Enable the positions

3. Configure the shifts

Enable the register

To enable the register for the Event, Manage the Event and add the register by ticking it under registers.

Enable the positions

To enable users to sign in, Manage the Event and add the Roster Availability positions by ticking them under positions.

Make sure to add these positions to the relevant users.

Configure shifts

To configure shifts, use the Roster Availability lookup. A default 'Main' shift comes pre-installed.

Access

To access the register:

1. Go on duty with an appropriate position. If you can't access it, contact your System Administrator.

2. Locate the Roster Availability register under Operations > Roster Availability in the menu.

Location of the Roster Availability register in the module menu

Note that Relief Registrations must be enabled for the event by your System Administrator.

Operation

Roster Availability records are created either by users or a Coordinator (refer to Positions).

User can add availability if they have access to the register by adding dates, times and shifts that they are rostered on for. Coordinators can also add availability for any user including themselves.

When adding new records, the Availability is set to Available by default, although users can set this to either Available or Unavailable. The Unavailable status will override Available for the same date. So if a user is available for three months except for one week, they can create one 'Available' record for three months and one 'Unavailable' record for one week in the middle.

If you're working on an item it can be set to Draft.

For availabilities that have similar date ranges, shifts or users you can use the Template option.

If an item is no longer needed it can be set to Cancelled; Closed (Duplicate); or Closed (Error).

Finding user availability information

Searching and Filtering

The find items you can use:

• Datagrid view

• Filters including Active, Workflow (Available, Unavailable etc) and Unassigned

• A combination of filters and search by most fields

Roster Availability datagrid (sample view)

Filters

Filters help make management of Roster Availability easier by focusing on specific groups of items on the datagrid.

Filters

Filter menu explanations

The following lists some of the filters and how to use them:

Filter Group	Filter/s	Use
Main	Active	Finds all Active items (Available, Unavailable or New)
	Recently Updated	Finds all items updated in the last 5 days
	All	Finds all items in the register
Total	Active	Finds all items with an Date Until less than 30 days away
	Mine	Finds all items with you set as the User
Region	[List is based on your system configuration]*	Refer to: Regions
Workflow	Available	Finds all items with Status of Available
	Cancelled	Finds all items with Status of Cancelled
	New	Finds all items with Status of New
	Unavailable	Finds all items with Status of Unavailable
Assignments	Unassigned	Finds all items where Assigned is not set

* May vary based on your system configuration

Opening and Viewing

Viewing Items

When viewing Roster Availability items, sections can be expanded to show information.

As each section is completed, new sections may show additional information.

Screenshot showing read only view of the General section. The user is available for most of the September.

Settings

Roster Availability has the following sections:

Left Column	Right Column
Record Notes	Workflow
General	Activity

Record Notes

When editing, record notes in the rich text field as you make changes which will appear in the Activity log.

Refer to: Recording Notes

General

The General section contains the main availability details with the rich text field provided.

Date From

Use this setting to set the date that the user is available from. This is required.

Refer to: Setting Dates

Date until

Use this setting to set the date that the user is available until. This is required.

Refer to: Setting Dates

It is possible to set a Date until before the Date from, however do not do this as it can affect the availability results.

Shift

Use this setting to select the shift(s) from the list. This is required.

Once selected, these appear like tags and can be similarly removed by toggling them off the list with the cross.

Shift setting with Main shift added

Shifts are set up by your System Administrator. Refer to: Setup & Configuration

Availability

Use this setting to whether the user is Available, Unavailable or something else.

Status	Datagrid Icon	Notes
Available		All new Roster Availability items begin with this status
Unavailable
New
Cancelled
Closed (Duplicate)
Closed (Error)
Draft
Template

User

Use this setting to select a user who the availability is for from the list.

Details

Use this setting to add details on ths availability. For example, there might be notes about certain days or if the user has limited capacity. They can be added here.

Workflow

Tags

Refer to: tags

Activity

Refer to: Viewing Items: Activity

Updating

Editing Items

When updating an item:

• Add notes on your edits in the Record Notes field

• Complete each section of the Settings as required. Note that some options may open up new sections to complete.

Editing a sample Roster Availability item

Adding

Adding Items

1. From the register, in the New item menu select the New Roster Availability button (or drop down the list from any other register and select it)

2. Complete each section of the Settings as required.

3. Save

New Roster Availability screen

Bulk Actions

Bulk Actions

The following additional bulk actions can be performed via the Actions menu:

Action	Description
Copy IDs	Refer to: Copy IDs
Export to Report	Refer to: Export to Report Exports to Roster Availability Report
Bulk Edit	Refer to: Bulk Edit

Importing

Imports

A System Administrator can import in bulk via the Import system using the Availability Periods option.

Reports

Running Reports

The main report, Roster Availability found in Rostering Reports can be run from either the Bulk Actions or the Reports menu.

View of some of the Roster Availability Report parameters